How to make communication more effective?

Subtitle here

How to make communication more effective?

Understand the purpose of communication. Formulate message on the basis of the above. Always be empathic. Use appropriate language. Always support words with actions. Credibility in communication. Be a good listener. Open and frank communication has to be promoted. Removing all the blocks / barriers Follow the principles of communication strictly.

Enhancing Communication
1. CLARITY A) CLARITY OF THOUGHT B) CLARITY OF EXPRESSIONS. CLARITY OF THOUGHT Objective of communication. Subject matter of communication. Medium of communication.

CLARITY OF EXPRESSIONS Utmost importance has to be given at the time of coding. Tips for clarity of expression: Always use active voice. Examples: Your efforts are appreciated by all of us at IMK Adoor. All of us at IMK - Adoor appreciate your efforts. Your project report will be discussed by a committee. A committee will discuss your project report.

 Avoid Jargons. Jargon refers to the special language of a trade, profession or field of study. Eg: Legal / Medical Jargons. Examples: I beg to say (Avoid beg) Ultimo.. ( Specify the month) Proximo ( Specify the month) Instant ( Specify the Month) Would you be good enough to grant me .. Would you please grant me a days leave.

AVOID AMBIGUITY.
AVOID AMBIGUITY.

Due to many reasons. a) Sentence not properly structured. Confusing Messages has got more than one meaning, hence the receiver will be confused. Example: Rohith told Joseph that he was not being considered for promotion.
Who was not Joseph???? being considered?? Rohith or

Placing of adverbs
Indecisive placing of adverbs causes ambiguity. Example: Only the report has been checked by the Manager. The report has been checked by the Manager only. A book seller received the following letter: Please send me urgently two copies of Management and Managerial Economics

Faulty punctuations
Example: On a very busy road which was under repair, the following sign appeared. GO. SLOW WORK IN PROGRESS. GO SLOW. WORK IN PROGRESS The Marketing Manager, said the Chairman, is a fool. The Marketing Manager said, the Chairman is a fool.

Use simple words

Demonstrate Visualise Utilise Compensate Terminate Facilitate. Metropolis Show See Use Pay End Help City.

Use single words for long phrases.

At all times At a later date At the present time For the purpose of Will you be kind enough Prior to/Previous to For the reason that On account of In consequence of On the grounds that Due to the fact that Owing to the fact that In view of In the light of Always Later Now For Please Before

BECAUSE

Use simple words.

Come to a conclusion Make a decision Submit a proposal Take into consideration Make the announcement Conclude Decide Propose Consider Announce

Avoid Double Entry.

Double entry 11 am in the morning Actual Fact Mental state of mind Simple Entry 11 am Fact Mental state/ State of mind. Experience. Result Revert Costs. My opinion. During 2006.

Previous experience. End Result Revert Back Costs an amount of My personal Opinion During the year 2006.

Use Concrete expressions.

Example: Goods are soon being dispatched. Goods will be dispatched on 2nd July. You can own this refrigerator by paying Rs.1500 cash down and easy installments later. You can own this refrigerator by paying Rs.1500 cash down and fifteen monthly installments of Rs.800 each. Your savings earn a high rate of interest. Your saving earn 10 % interest compounded half yearly.

Sentence K.I.S.S
Example: Many researches are taken up in the corporate world for performance evaluation and appraisal in view of the importance attached to this kind of evaluation, but collection, compilation, presentation and interpretation of data should precede evaluation and approval. Performance evaluation and appraisal are very important in the corporate world. Hence a lot of research is conducted in this area. However, One thing is clear: we must have all relevant data with us before taking up evaluation and appraisal.

Completeness
a) Organize your message in such a way that the receiver has no doubts about anything. Example : Ordering shirts by mail Size Colour Catalogue Number Quantity Mode of Payment Mode of Despatch The date by which you need the shirt. Etc..

Completeness
b) While answering, make it sure that you have answered all the questions. C) Check for the five W questions. who what where when and why. For example: A motor in a factory is not working. What happened to the motor? Who were working at that time.? Where the exact problem is ? When the problem occurred? Why the problem occurred. And so on..

Conciseness
For conciseness :a) K.I.S.S b) Use Single words for long phrases. c) Use Simple words. d) Use verbs for Nouns. e) Avoid Double entry. f) Be Specific. g) Avoid ambiguity. h) No repetition. i) Structure your message very well.

Consideration
I attitude YOU Attitude I was happy to hear Thank you for your that my letter of assurance that you January 5 provided had sufficient you sufficient information .. information . We have four You have a choice different savings of four savings schemes in which schemes in which our customers can you can invest your invest their savings. savings.

Consideration
Avoid Gender Bias: No gender differences in business world. Always use words free from gender bias. Example: The chairman handled the situation tactfully. The chairperson handled the situation tactfully. The policemen was deputed . The police was deputed.

Consideration
Use a slash to include both alternatives. Dear Sir / Madam. Gentlemen / Ladies. Use plural forms inclusive of all the genders. Each member cast his vote. All the members cast their votes. Each member expressed his opinion freely. All the members expressed their opinion freely.

Consideration
Emphasize Positive , Pleasant facts.
Negative Complaint department Down payment Cheap Bossed Positive Customer service department Initial Investment Economical Supervised.

Fear, Mistake, Disagree, Unwelcome, Wrong, Damage, Unpleasant are NEGATIVE WORDS.

Please, Praise, Thank You, Welcome, Happy, Admire, Appreciate, Agree, Satisfactory, Cheerful, you are right etc are POSITIVE WORDS.

Consideration
Impart Integrity to Your Message Write only what you sincerely feel to be correct and always stick on to the ethical principles. There has to be a sincere and fair treatment .

Courtesy
Answer all letters promptly. Do not use any irritating /offensive expression. You are probably ignorant/unaware You neglected/overlooked/ignored/disregarded.. We disagree with you/We do not believe you etc.. Apologize sincerely for any omissions. Thank profusely for any favours.

Correctness
Give correct and relevant facts. Transmit messages unless you are sure of its correctness. Send your message at the correct time. Send your message in the correct style.

THANK YOU